We
have designed this Instructor’s Manual to supplement and enhance your teaching
experience through classroom activities and a cohesive chapter summary.
This
document is organized chronologically, using the same heading in red
that you see in the textbook. Under each heading you will find (in order):
Lecture Notes that summarize the section, Figures and Boxes found in the
section, if any, Teacher Tips, Classroom Activities, and Lab Activities. Pay
special attention to teaching tips, and activities geared towards quizzing your
students, enhancing their critical thinking skills, and encouraging
experimentation within the software.
In
addition to this Instructor’s Manual, our Instructor’s Resources CD also
contains PowerPoint Presentations, Test Banks, and other supplements to aid in
your teaching experience.
For your students:
Our latest online feature, CourseCasts, is a
library of weekly podcasts designed to keep your students up to date with the
latest in technology news. Direct your students to http://coursecasts.course.com, where
they can download the most recent CourseCast onto their mp3 player. Ken Baldauf,
host of CourseCasts, is a faculty member of the Florida State University
Computer Science Department where he is responsible for teaching technology
classes to thousands of FSU students each year. Ken is an expert in the latest
technology and sorts through and aggregates the most pertinent news and
information for CourseCasts so your students can spend their time enjoying
technology, rather than trying to figure it out. Open or close your lecture
with a discussion based on the latest CourseCast.
Table of
Contents
Students
will have mastered the material in Chapter Four when they can:
l Create reports and forms
using wizards
l Group and sort in a
report
l Add totals and subtotals
to a report
l Resize columns
l Conditionally format
controls
l Filter records in
reports and forms
l Print reports and forms
l Add a field to a report
or form
l Include gridlines
l Add a date
l Change the format of a
control
l Move controls
LECTURE
NOTES
·
Discuss
the basic differences between reports and forms
o
Reports
represent formatted printouts of data
o
Forms
are usually viewed on the screen
o
Data
for reports and forms can come from one or more tables
o
Use
the Report or Form Wizard to create an initial report or form
o
Modify
the report or form using Layout view or Design view
CLASSROOM ACTIVITIES
1. Class Discussion: Ask students for examples of reports and forms that would be
useful to JSP Recruiters.
2. Critical Thinking: How
important is it that the data presented in a form or report be easy to read and
interpret? What could happen if the data is misinterpreted?
AC
234: Project — Reports
and Forms
LECTURE
NOTES
·
Use
Figure 4-1 to illustrate a report that uses grouping and contains subtotals
·
Use
Figure 4-2 to illustrate a report that uses data from two tables
·
Use
Figure 4-3 to illustrate a custom form
·
Review
the tasks that will be covered in this chapter
o
Using
the Report Wizard to create a report on the Client table
o
Grouping
and sorting the report in Layout view
o
Adding
totals and subtotals to the report
o
Conditionally
formatting a control
o
Filtering
records in the report
o
Using
the Report Wizard to create a report on the Recruiter and Client tables
o
Adding
a field to the report and including totals
o
Using
the Form Wizard to create a form on the Client table
o
Including
gridlines and a date in the form
o
Adding
a field to the form
o
Filtering
and sorting records in the form
FIGURES
and TABLES: Figures — 4-1, 4-2, 4-3
TEACHER TIPS
As students work through the tasks in this
chapter, encourage them to save their work after each task. Also, forms and
reports can increase substantially the size of the database. Remind students
that they can compact their database by clicking the Office Button and then
pointing to Manage on the Office Button menu. Clicking Compact and Repair
Database on the Manage submenu will compact (reduce the size of) the database.
AC
237: Plan Ahead (Critical Thinking): Report and Form Design
Guidelines
·
Discuss
the general report and form design guidelines
o
Determine
whether the data should be presented in a report or form
o
Determine
the intended audience for the report or form
o
Determine
the tables that contain the data needed for the report or form
o
Determine
the fields that should appear on the report or form
o
Determine
the organization of the report or form
o
Determine
the format and style of the report or form
o
Review
the report or form after it has been in operations to determine whether any
changes are warranted
TEACHER TIPS
These guidelines are intended to help students
with their critical thinking skills. Students should understand the reasons for
creating reports and forms. Spend a significant amount of class time reviewing
each of these guidelines and use example databases, such as a student database
or a database of credit card information to which students can relate. These
points are emphasized at appropriate locations in the chapter. Also, Cases and
Places 3, 4, and 5 challenge students to apply these guidelines to creating
reports and forms for a database.
LECTURE
NOTES
·
For
figures that match those in the book, change screen resolution to 1024 x 768
·
Review
the steps to start Access
·
Review
the steps to open a database
You can use the Lecture Success
System for Access in conjunction with the Figures in the Book. To do this,
start Access and open the database from the appropriate folder. Then, start
your slide show containing the figures for the project. You can switch back and
forth between the slide show and Access by using the alt+tab key
combination. You can use the Figures in the Book to show the steps students should
follow. If students need additional reinforcement or ask questions about the
task, you can switch to Access to do a live demonstration.
AC 238: Report Creation
LECTURE
NOTES
·
Mention
that when a report is printed, it always displays the most current data in the
database
·
Review
the steps to create a simple report
·
Use
Figures 4-4 through 4-11 to illustrate how to use the Report Wizard to create
an initial report
·
Use
Figure 4-12 to point out that the report is not grouped, does not have
subtotals or totals, and the cities are truncated
·
Point
out that there are four different ways to view the report: Report view, Print
Preview, Layout view, and Design view
·
Use
Figures 4-13 through 4-16 to illustrate how to group and sort in a report
·
Describe
the options you can select when you click the More button in the Group, Sort,
and Total pane: Value, Totals, Title, Header section, Footer section, Keep
together
·
Define
and describe the purpose of each of the various sections that make up a report:
Report Header, Report Footer, Page Header, Page Footer, Detail, Group Header,
and Group Footer
·
Define
controls
·
Describe
the differences between bound controls, unbound controls, and calculated
controls
·
Use
Figures 4-17 through 4-19 to illustrate how to add totals and subtotals
·
Use
Figures 4-20 to describe how to resize columns
·
Use
Figures 4-21 through 4-25 to describe how to format controls conditionally
·
Use
Figures 4-26 through 4-27 to illustrate how to filter records in a report
·
Use
Figure 4-28 to describe how to clear a report filter
·
Review
the steps to save and close a report
·
Use
Figure 4-29 and Table 4-1 to describe the various options on the Arrange tab
·
Use
Figure 4-30 and Table 4-2 to describe the various options on the Page Setup tab
·
Review
the steps to print a report
·
Review
the steps to create a summary report
FIGURES
and TABLES: Figures — 4-4, 4-5, 4-6, 4-7, 4-8, 4-9, 4-10, 4-11, 4-12, 4-13,
4-14, 4-15, 4-16, 4-17, 4-18, 4-19, 4-20, 4-21, 4-22, 4-23, 4-24, 4-25, 4-26,
4-27, 4-28, 4-29, 4-30; Tables — 4-1, 4-2
BOXES:
1.
BTW: Creating Simple Reports. Point
out that you also can base a simple report on a query.
2.
BTW: Grouping. Mention that you
always should have sufficient white space between groups.
3.
BTW: Report Design Considerations:
Review the report design considerations.
4.
BTW: Controls in Reports and Forms.
Review the purpose of controls.
5.
BTW: Arrange Tab Buttons. Point out
that in Design view, there are more buttons on the Arrange tab.
Layout view is new in Microsoft Access 2007. You
can make changes while viewing data. Modifying custom reports is much more
intuitive in Layout view.
Students need to understand both report sections
and controls. Knowledge of when the contents of a report section print helps to
determine how to design a report. Each type of control has specific properties
associated with it.
Reports should be visually appealing and
represent data unambiguously. Often, reports are sent to entities outside the
organization so they should have a professional appearance. Many organizations
have standards for designing reports.
CLASSROOM ACTIVITIES
1.
Class Discussion: Divide the class into small groups. Assign each group a
different database. Example databases include: University database (Students,
Teachers, Courses); Employment database (Employees, Departments); Bookstore
database (Books, Authors, Publishers); and Video Store database (Movies,
Directors, Actors, DVDs). Ask students to identify reports that each database
would need. Further ask them what types of controls the reports would require.
2.
Class Discussion: Bring in sample reports and ask students to identify the
different sections.
3. Critical Thinking: Andrew Lang, Scottish author,
once wrote about a popular public figure, “He uses statistics as a drunken man
uses lamp posts — for support, not for illumination.” Some people believe that
the statistics, or data, in a report are grouped more often to support the
writer’s agenda than to illuminate, or clarify, the data. How can grouping make
a report more valuable? Could grouping make a report misleading? How? Can
anything be done to ensure that grouping does not compromise a report’s
accuracy?
4. Assign a Project: Require students to research
report design guidelines and make a list of all the things they should avoid
when designing reports.
5. Quick Quiz:
1) What are the four
different ways to view a report? (Answer: Report view, Print Preview, Layout
view, Design view)
2) Which report section
prints once at the beginning of the report? (Answer: Report Header)
3) What are controls?
(Answer: Objects that display data and perform actions)
4) What are bound controls?
(Answer: Controls used to display data that comes from the database)
5) What type of control
would you use to display the total of an amount? (Answer: Calculated)
LAB
ACTIVITIES
1.
Have students create reports that violate the report design considerations.
Then, have the students exchange the reports they have created and explain what
design considerations were violated.
AC 238: Plan Ahead (Critical Thinking); Determine the Tables and
Fields that Contain the Data Needed for the Report
·
Examine
the requirements for the report in general to determine the tables
·
Examine
the specific requirements for the report to determine the fields necessary
·
Determine
the order of the fields
·
Determine
sort order
·
Determine
grouping
·
Determine
whether any special fonts and/or colors are warranted
·
Determine
whether conditional formatting is appropriate
·
Determine
the appearance of the various components
LECTURE
NOTES
·
Use
Figures 4-31 through 4-39 to illustrate how to use the Report Wizard to create
a report that involves multiple tables
·
Use
Figure 4-40 to point out the grouping by recruiter number and the problems with
the Current Due column
·
Use
Figures 4-41 through 4-44 to describe how to resize columns and column headings
·
Use
Figures 4-45 through 4-48 to describe how to add a field to a report
·
Use
Figure 4-49 to illustrate using the Value property of a multivalued field
·
Use
Figures 4-50 and 4-51 to describe how to include totals
·
Review
the steps to save and close a report
·
Review
the steps to print a report
FIGURES
and TABLES: Figures — 4-31, 4-32, 4-33, 4-34, 4-35, 4-36, 4-37, 4-38, 4-39,
4-40, 4-41, 4-42, 4-43, 4-44, 4-45, 4-46, 4-47, 4-48, 4-49, 4-50, 4-51
BOXES:
1.
BTW: Creating Reports in Layout View.
Mention that you can create a report without using the wizard.
TEACHER TIPS
Use Figure 4-40 to point out that both Access
and Excel use pound signs (#) to indicate when a column is too small. Students
also should understand that when you specify sorting in the Report Wizard,
Access places the field on which sorting is to occur first. One advantage of
sorting in Layout view is that you have more control over how data is to appear
in your report.
LAB
ACTIVITIES
1.
Have students create a multi-table report using Layout view.
AC 265: Plan Ahead (Critical Thinking); Review the Report After it Has
Been in Operation
to Determine Whether any Changes Are Warranted
·
Determine
whether the order of the fields is still the best order
·
Determine
whether any additional fields now are required
AC 269: Form Creation
LECTURE
NOTES
·
Use
Figures 4-52 through 4-57 to illustrate how to use the Form Wizard to create a
form
·
Describe
the three form sections: Form Header, Detail, and Form Footer
·
Review
the three types of controls available on a form: bound, unbound, and calculated
·
Mention
that there are three ways to view a form in Access: Form view, Layout view,
Design view
·
Use
Figures 4-58 and 4-59 to describe how to include gridlines
·
Use
Figures 4-60 though 4-62 to illustrate how to add a date
·
Use
Figures 4-63 and 4-64 to describe how to change the format of a control
·
Use
Figure 4-65 to illustrate how to more a control
·
Define
control layout and explain the difference between stacked layout and tabular
layout
·
Use
Figures 4-66 through 4-68 to illustrate moving controls in a control layout
·
Use
Figures 4-69 though 4-71 to describe how to add a field to a form
·
Use
Figures 4-72 through 4-74 to illustrate how to filter and sort using a form
·
Review
the steps to clear a form filter
·
Review
the steps to save and close a form
·
Point
out the steps to print a form
·
Use
Figures 4-75 and 4-76 to illustrate changing an autoformat
·
Review
the steps to apply an autoformat
·
Mention
that the Arrange tab for forms includes the Anchoring button as well as those
discussed in Table 4-1 on page AC 255
·
Review
the step to quit Access
FIGURES
and TABLES: Figures — 4-52, 4-53, 4-54, 4-55, 4-56, 4-57, 4-58, 4-59, 4-60,
4-61, 4-62, 4-63, 4-64, 4-65, 4-66, 4-67, 4-68, 4-69, 4-70, 4-71, 4-72, 4-73,
4-74, 4-75, 4-76
BOXES:
1.
BTW: Form Design Considerations.
Review the form design considerations.
2.
BTW. Creating and Removing Layouts.
Have students read the information on creating and removing layouts.
3.
BTW: Creating Forms in Layout View.
Point out that you can create a form without using the wizard.
4.
BTW: Certification. For more
information on the MCAS program see Appendix G or visit the Access 2007
Certification Web page.
5.
BTW: Multiple Items Forms and Datasheet
Forms. Have students read the information on creating multiple items forms
and datasheet forms.
6.
BTW: Quick Reference. Point out the
location of the Quick Reference Summary and the Access 2007 Quick Reference Web
page.
TEACHER TIPS
Students should understand that forms are used
primarily for data entry. An attractive form that is easy to read can help
improve the accuracy of data entry. Also, if individuals are going to be using
the form for long periods of time, it should be “easy” on the eyes. Many
companies have their own standards for designing forms.
Access may abort when students add the date if
the Client Number field is selected. To prevent this from happening, click the
Form Header to select the form before adding the date.
CLASSROOM ACTIVITIES
1.
Class Discussion: Divide the class into small groups. Assign each group a
different database. Example databases include: University database (Students,
Teachers, Courses); Employment database (Employees, Departments); Bookstore
database (Books, Authors, Publishers); and Video Store database (Movies,
Directors, Actors, DVDs). Ask students to identify forms that each database
would need. Further ask them what types of controls the forms would require.
2.
Class Discussion: Bring in sample forms and ask students to identify the
different sections.
3. Critical Thinking: What ergonomic issues should
you consider when you create forms?
4. Assign a Project: Require students to research form
design guidelines and make a list of all the things they should avoid when
designing forms.
5.
Quick Quiz:
1) Which form section
appears at the bottom of the form and is often empty? (Answer: Form Footer)
2) What are unbound controls?
(Answer: Controls not associated with data from the database)
LAB
ACTIVITIES
1.
Have students create forms that violate the form design considerations. Then,
have the students exchange the forms they have created and explain what design
considerations were violated.
AC 277: Plan Ahead (Critical Thinking); Review the Form After it Has
Been in Operation to Determine Whether any Changes Are Warranted
·
Determine
whether the order of the fields is still the best order
·
Determine
whether any additional fields now are required
§ Learn It Online is a
series of online student exercises that test your knowledge of chapter content
and key terms.
§ Apply Your Knowledge is
a student assignment that helps you to reinforce the skills and apply the concepts
you learned in this chapter.
§ Extend Your Knowledge is
a student assignment that challenges you to extend the skills you learned in
this chapter and to experiment with new skills. You may need to use Help to
complete the assignment.
§ Make It Right is a
student assignment that requires you to analyze a presentation and correct all
errors and/or improve the design.
§ In the Lab (Lab): In the
Lab is a series of student assignments that ask you to design and/or create a
presentation using the guidelines, concepts, and skills presented in this
chapter. The assignments are listed in order of increasing difficulty.
§ Cases and Places is a
series of student assignments where you apply your creative thinking and
problem solving skills to design and implement a solution.
·
attached
label (AC 272)
·
bound
controls (AC 247, AC 272)
·
calculated
controls (AC 247, AC 272)
·
conditional
formatting (AC 250)
·
controls
(AC 247)
·
control
layout (AC 277)
·
Detail
section (AC 247, AC 272)
·
Form
Footer section (AC 272)
·
Form
Header section (AC 272)
·
Group
Footer section (AC 247)
·
Group
Header section (AC 247)
·
grouping
(AC 234)
·
Page
Footer section (AC 247)
·
Page
Header section (AC 247)
·
Report
Footer section (AC 247)
·
Report
Header section (AC 247)
·
stacked
layout (AC 277)
·
subtotal
(AC 234)
·
summary
report (AC 256)
·
tabular
layout (AC 277)
·
unbound
controls (AC 247, AC 272)